Flybook Automated Ranch Week Confirmations
When a new ranch week booking is confirmed in Flybook, WebRun reads the package details, cabin assignment, and dates, records the booking in a Google Sheet, and drafts a full confirmation packet in Gmail for your team to review and send.
How do I automatically prepare a ranch week confirmation packet for each booking?
When a ranch week booking is confirmed in Flybook, WebRun reads the cabin, dates, and package, logs the booking to a Google Sheet, and drafts a full confirmation packet in Gmail. It leaves the email unsent for your front desk to review, so every guest gets an accurate, on-brand packet with a human check.
- Every confirmed booking gets a complete packet drafted within minutes
- Front desk reviews and sends instead of writing each confirmation by hand
- Cabin, dates, and activities are pulled live from Flybook so details stay accurate
Built for guest ranch owners · dude ranch front desk · ranch reservations teams · hospitality operators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
theflybook.comin a real browser with your saved login - no setup, no API keys. -
1
Flybook - read the confirmed ranch week booking
theflybook.com
WebRun opens Flybook to read the confirmed ranch week booking. - Open Flybook and locate the newly confirmed ranch week booking
- Read the guest name, party size, arrival and departure dates, and cabin assignment
- Capture the package contents: included meals, activities, and any add-ons
- Note the balance status and the assigned arrival window
Done when The full booking details for the ranch week are captured with cabin, dates, and package contents.
-
2
Google Sheets - log the booking details
google.com
WebRun logs the ranch week booking details to a Google Sheet. - Open the Ranch Week Bookings sheet
- Append a row with the guest name, party size, cabin, dates, and package
- Mark the confirmation status as packet drafted
- Skip any booking already logged this run to avoid duplicates
Done when The booking is recorded as a single row with its cabin, dates, and package.
-
3
Gmail - draft the confirmation packet
gmail.com
WebRun drafts the confirmation packet in Gmail for review. - Draft a warm, on-brand confirmation email addressed to the guest
- Include the cabin, arrival window, dining plan, and the week's activity schedule
- Attach directions and the pre-arrival checklist
- Leave the email unsent as a draft so your front desk can review and send it
Done when A complete confirmation packet sits in Gmail as a draft, ready for a human to review and send.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email guests the confirmation without me?
No. WebRun builds the confirmation packet and leaves it as a Gmail draft. Your front desk reviews the cabin, dates, and activities, then sends it. Nothing reaches the guest until a human approves it.
What does the confirmation packet include?
It includes the cabin assignment, arrival window, dining plan, the week's activity schedule, directions, and a pre-arrival checklist, all pulled live from the Flybook booking so the details are accurate.
What if a booking changes after the packet is drafted?
It reads the live booking in Flybook each run, so a fresh draft reflects any change to cabin, dates, or package. Your team always reviews the latest version before sending.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.